Background information about the job or company (e.g., role context, company overview)

The mandate of SRC, as per Article 230, Constitution of Kenya, 2010, is to: Set & regularly review the remuneration & benefits of all State officers; & Advise the national & county governments on the remuneration & benefits of all other public officers.

Responsibilities or duties

Operational Responsibilities / Tasks

• Distribute to suppliers the tender documents, request for quotation and proposal documents, registration of suppliers documents;
• Post tender notices, tender documents, Expression of Interest and any other relevant information to the Public Procurement Information Portal (PPIP), Commission website and Information Financial Management Information System (IFMIS);
• Coordinate the receiving and opening of quotations, request for proposals and tender documents;
• Creation of new users in the PPIP portal and administer the portal on behalf of the Commission;
• Creation of suppliers in the PPIP portal and administer the portal suppliers on behalf of the Commission;
• Create payments of all pending bills in the IFMIS System;
• Preparation of draft artwork and tender notices for advertising on dailies;
• Provide secretarial services to the opening committee;
• Drafts the local purchase orders (LPO) and local service orders (LSO);
• Assist in the evaluation of tenders, quotation and proposal documents;
• Post all documentation on the IFMIS system on the receive and inspect goods and services;
• Expedite on the deliveries of goods and delivery of services;
• Assist in the inspection and acceptance of goods and services received and preparation of the Inspection and Acceptance report;
• Records all goods received in the Goods Received Notes (GRN), bin card, IFMIS system and any other relevant record;
• Attach all relevant documents to support payment of suppliers vouchers;
• Receive and distribute appropriately airtime to the Commission members and staff;
• Ensure proper inventory of procured assets and boarded stores due for disposal and preparation of the reports;
• Ensure that the store is well organized to enhance easy access to goods, efficient utilization of space, and easier administration of the store operations that safety security management;
• Issue and record goods issued to users as per the requests in a timely manner to the appropriate department;
• Monitor stock levels and raise internal purchase requests for the stock replenishment;
• Receives and records invoices, delivery notes, internal requisition purchase forms, and any other relevant document on behalf of the department;
• Assist in the periodic and annual stock taking for prudent inventory management
• Assist in the development of the periodic reports for submission to the National Treasury, PPRA, Ethics and Anti- Corruption Commission on matters relating to procurement and asset disposal;
• Filing and safeguarding all procurement proceedings; and
• Implement the department risk management framework

Qualifications or requirements (e.g., education, skills)

Academic qualifications

• Diploma in Purchasing and Supply Chain Management from a recognized institution.

Professional Qualifications / Membership to professional bodies

• Members of Kenya Institute of Supply Management (KISM).
• Valid practicing license from KISM.

Experience needed

Previous relevant work experience required.

• At least 2 years of service in a comparable position from a reputable organization

• Distribute to suppliers the tender documents, request for quotation and proposal documents, registration of suppliers documents;
• Post tender notices, tender documents, Expression of Interest and any other relevant information to the Public Procurement Information Portal (PPIP), Commission website and Information Financial Management Information System (IFMIS);
• Coordinate the receiving and opening of quotations, request for proposals and tender documents;
• Creation of new users in the PPIP portal and administer the portal on behalf of the Commission;
• Creation of suppliers in the PPIP portal and administer the portal suppliers on behalf of the Commission;
• Create payments of all pending bills in the IFMIS System;
• Preparation of draft artwork and tender notices for advertising on dailies;
• Provide secretarial services to the opening committee;
• Drafts the local purchase orders (LPO) and local service orders (LSO);
• Assist in the evaluation of tenders, quotation and proposal documents;
• Post all documentation on the IFMIS system on the receive and inspect goods and services;
• Expedite on the deliveries of goods and delivery of services;
• Assist in the inspection and acceptance of goods and services received and preparation of the Inspection and Acceptance report;
• Records all goods received in the Goods Received Notes (GRN), bin card, IFMIS system and any other relevant record;
• Attach all relevant documents to support payment of suppliers vouchers;
• Receive and distribute appropriately airtime to the Commission members and staff;
• Ensure proper inventory of procured assets and boarded stores due for disposal and preparation of the reports;
• Ensure that the store is well organized to enhance easy access to goods, efficient utilization of space, and easier administration of the store operations that safety security management;
• Issue and record goods issued to users as per the requests in a timely manner to the appropriate department;
• Monitor stock levels and raise internal purchase requests for the stock replenishment;
• Receives and records invoices, delivery notes, internal requisition purchase forms, and any other relevant document on behalf of the department;
• Assist in the periodic and annual stock taking for prudent inventory management
• Assist in the development of the periodic reports for submission to the National Treasury, PPRA, Ethics and Anti- Corruption Commission on matters relating to procurement and asset disposal;
• Filing and safeguarding all procurement proceedings; and
• Implement the department risk management framework

• Procurement process administration
• Public Procurement and Asset Disposal Act (PPADA), 2015 compliance
• Public Procurement and Asset Disposal Regulations (PPADR), 2020 compliance
• Tender document distribution
• Supplier registration
• Posting tender notices and information to portals (PPIP, Commission website, IFMIS)
• Coordination of tender/quotation receiving and opening
• PPIP portal administration (user and supplier creation)
• IFMIS system for payments
• Drafting tender notices for advertising
• Secretarial services for opening committees
• Drafting LPOs and LSOs
• Tender, quotation, and proposal evaluation assistance
• Goods and services inspection and acceptance
• Goods Received Notes (GRN) recording
• Inventory management
• Store organization and management
• Issuing and recording goods
• Stock level monitoring
• Invoice and document recording
• Stock taking
• Report development for regulatory bodies
• Filing and safeguarding procurement documents
• Risk management framework implementation

• Diploma in Purchasing and Supply Chain Management from a recognized institution.
• Membership to Kenya Institute of Supply Management (KISM).
• Valid practicing license from KISM.